Executive Assistant

Role Overview

• Identifies the preferred method of support for the Executive Leader and appropriately accommodates their working style. Partners with the Executive Leader to help them be efficient and effective with their time, consistently maintaining strong communication.
• Manages the Executive Leader’s calendar and correspondence; resolves scheduling conflicts in a timely manner and keeps the Executive Leader informed of changes and updates.
• Maintains, organizes, and archives Outlook calendar, communications, and folders as appropriate, keeping the Executive Leader well-organized and aligned to Company records and retention schedules.
• Sorts, screens, and distributes incoming and outgoing mail for the Executive Leader. Highlights information of interest and/or curates reading material.
• Optimizes travel arrangements (e.g., transportation, accommodations, agenda, visa/passports) based on the Executive Leader’s travel needs and preferences. Manages complex itineraries, including any changes. Completes related expense reports.
• Assists the Executive Leader with preparing for meetings, including preparing materials, obtaining materials in advance, distributing materials, and keeping the Executive Leader on schedule. Obtains appropriate support for virtual attendees as well as various media needs and other logistics.
• Screens incoming calls and responds to emails as needed.
• Greets and assists planned guests and manages unannounced visitors.
• Assists with coordinating and managing meetings and events such as staff meetings, HR Live Chats, off-sites, team gatherings, etc., overseeing calendars, communication, technology, office space, logistics, and related follow-up activities.
• Prepares, updates, and organizes information for inclusion in reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format, and arrangement of material.
• Participates as an adjunct member of the Executive Leader’s leadership team, including attending select meetings, taking notes, tracking assignments, and following up on assigned action items.
• Coordinates employee skip-level meetings and other interactions between executives and employees when appropriate.
• Assists with special projects as needed.

Requirements

• High school diploma or GED.
• 3+ years of experience as an executive assistant or project manager.
• 3+ years of Microsoft software experience (e.g., Outlook, SharePoint, OneDrive, PowerPoint, Word, Excel, and other related programs).
• Bachelor's degree or professional associate’s degree.
• Excellent writing, editing, and proofreading skills.
• Learns new software systems and products/cloud tools with ease.
• Responsive, self-starter; takes initiative in resolving issues or concerns.
• Detail-oriented, organized, and excellent time management skills.
• Displays a high degree of integrity and maintains confidentiality of sensitive information.
• Works well independently with minimal supervision.
• Ability to work collegially and collaboratively within a team environment in an open-concept office area.
• Comfortable interacting with all levels of the organization, from executive leadership to individual contributors.
• Ability to plan, prioritize, and support multiple assignments simultaneously.
• Willingness and flexibility to support across all North America time zones.

Tech Stack

• Cloud

Benefits

• Immediate medical, dental, vision and prescription drug coverage
• Flexible family care days, paid parental leave, new parent ramp-up programs, subsidized back-up child care and more
• Family building benefits including adoption and surrogacy expense reimbursement, fertility treatments, and more
• Vehicle discount program for employees and family members and management leases
• Tuition assistance
• Established and active employee resource groups
• Paid time off for individual and team community service
• A generous schedule of paid holidays, including the week between Christmas and New Year’s Day
• Paid time off and the option to purchase additional vacation time.